Purchasing

When to Use This Form

• When supplier invoice is received and should become the official payable.
• When purchase is entered directly without Purchase Order or Goods Receipt.
• When Purchase Order or Goods Receipt needs to be pulled into final invoice.
• When purchase expenses, payments, taxes, or supplier rewards must be recorded together with item details.

Prerequisites Before Entry

• Supplier, product, unit, tax, payment type, division, department, and accounts are prepared.
• If using PO or Goods Receipt, make sure the source document status is correct.
• Check supplier currency and exchange rate before entering detail.
• Prepare supplier invoice number, date, due date, payment plan, and supporting documents.

Quick Entry Workflow

1. Open Purchasing / Purchasing.
2. Choose supplier, division, department, date, currency, and invoice information.
3. Pull Purchase Order or Goods Receipt if the purchase comes from pre-transaction flow.
4. Fill item details: product, unit, quantity, price, discount, tax, department, and memo.
5. Fill payment information when paid directly, or leave payable according to payment term.
6. Add purchase expenses, reward, points, or additional tax when used.
7. Review totals, payables, stock impact, and journal impact before saving.
8. Click Save and read validation messages if the application rejects the data.

Form Structure

Header General

Purchase Detail

Purchase Payment

• Use payment rows when supplier invoice is paid directly or partially paid.
• Payment Type determines cash/bank account and payment behavior.
• Paid amount reduces supplier payable.
• If payment is made with supplier down payment, check available down payment balance and currency.
• For foreign currency, exchange rate can create gain/loss differences.

Purchase Expenses

• Use purchase expenses for shipping, handling, customs, service charge, or other cost related to the purchase.
• Expense lines can affect journal and landed cost depending on company setup.
• Choose the correct expense account and tax treatment.
• Write memo clearly when expense is not shown on supplier invoice.

Reward, Points, and Additional Tax

• Supplier reward or point features should be reviewed before saving when the company uses supplier campaigns.
• Additional tax is used when a tax needs to be recorded outside normal item tax.
• Check whether tax is included in price or added on top of detail subtotal.
• Recalculate totals after changing reward, point, expense, or tax data.

Other Tab

• Use other information for shipping, internal notes, attachments, printed status, or extra transaction references when available.
• Audit fields are filled automatically and help support teams trace who created or updated the purchase.
• Printed status can be updated after print depending on print workflow.

Checklist Before Saving

• Supplier invoice number and date are correct.
• Supplier, currency, exchange rate, division, and department are correct.
• Every product line has correct unit, quantity, price, discount, tax, and department.
• Goods Receipt or Purchase Order link is correct when the transaction comes from pre-transaction flow.
• Payment, expenses, reward, points, and additional tax have been reviewed.
• Total payable and journal impact match the supplier invoice.

Related Documents

• Purchase Order
• Goods Receipt
• Supplier Down Payment
• Payable Payment
• Purchase Summary Report
• Supplier Payable Report

Validation When Saving

• Total purchase must be valid and detail lines must be complete.
• Required supplier, date, division, and transaction references must be filled.
• If inventory is posted here, product stock and COGS data must be valid.
• Payments cannot exceed allowed transaction rules.
• Accounts used for payable, inventory, tax, expense, and discount must be available.

After Save Impact

• The supplier payable balance is updated.
• Inventory can be posted when it has not been posted from Goods Receipt.
• Journals are created for payable, inventory/expense, tax, discount, payment, and exchange-rate difference when applicable.
• Source PO or Goods Receipt status can be updated.
• Reports for purchasing, stock, supplier balance, and accounting read this transaction.

Common Issues

• Purchase cannot be saved: check supplier, detail products, accounts, tax, payment, and validation message.
• Stock doubled: check whether inventory was already posted by Goods Receipt.
• Payable balance is wrong: check payment, currency, exchange rate, and supplier invoice.
• Journal is wrong: check product accounts, supplier group accounts, tax accounts, and expense accounts.